Purchase to Pay Assistant in Southampton

Can you work under pressure, deliver to deadlines and work on concurrent tasks? Have you got experience in Microsoft Excel and Word? Are you proactive in your approach to problem solving and issue resolution? If so, we’d love to hear from you!

This role sits within the Financial Transactions team and supports the Purchase to Pay (P2P) Lead. The role involves providing support to a range of stakeholders to ensure compliance across financial processes, in line with Government requirements. The role will focus on Purchase to Pay responsibilities, including:

• Supplier master data fraud checking
• Purchase order (PO) and invoice processing, queries and verifications
• Travel and Subsistence (T&S) claims and Government Procurement card (GPC) queries and compliance checks
• Data cleansing

Joining our department comes with many benefits, including:

• Employer pension contribution of 28.97% of your salary
• 25 days annual leave, increasing by 1 day each year of service (up to a maximum of 30 days annual leave), plus 8 bank holidays and a privilege day for the King’s birthday
• Flexible working options where we encourage a great work-life balance

The purpose of the Purchase to Pay Finance Assistant is to assist the P2P Lead in ensuring that all transactions are processed in accordance with the MCA’s policies, procedures, and controls. Support the work of the regions and other business areas whilst liaising with Unity Business Services (UBS) as necessary. Help resolve pro-actively any MCA queries with the Shared Services provider UBS.

Your responsibilities will include, but aren’t limited to:

• Input, review and approve Supplier master data within the accounting system in a timely manner, ensuring all fraud checks have been completed
• Resolve requisition, purchase order and invoice-related queries in support of all Business Areas, to ensure 3-way matching process is accurate and timely, and that prompt payment targets are met
• Process requisition requests on behalf of the Directorate of Corporate Services and on occasion the wider Agency
• Process internal credit/debit, manual and one-off payments to ensure payments are processed and supplier account balances are accurate
• Support Business Areas with expense queries within the expense platform, develop a working knowledge of MCA policy on UK and Overseas subsistence rates to ensure correct rates are applied
• Undertake compliance checks at the instruction of the P2P Lead, this may include PO approvals, expense claims, Government Procurement Card transactions
• Undertake data cleansing activity within the accounting system in support of Shared Service migration project, including updating/closing supplier records, clearing historic invoice registrations and closing of redundant purchase orders
• Support testing of the accounting system as required by actioning test scripts to ensure system updates are accurate
• Raise defects where errors occur and work with the Unit4 team to resolve
• Support the delivery of the O2C function as required and develop a working knowledge of the current O2C policies and procedures
• Ad-hoc duties within the Corporate Services Directorate

For further information on the role, please read the role profile. Please note that the role profile is for information purposes only - whilst all elements are relevant to the role, they may not all be assessed during the recruitment process.